Date: July 22, 2004
Time: 10:00 a.m.
Location: B-120

Members Present: Amanda Canup, Jeff Carter, Mary Hill, Sharon Hodge, Leigh Ann Holton (Ex Officio), Bennie Sue Houck, William Ketchum, Ann Lay, Brandon McLain, Peggy Romanowski, David Stone, Teresa Street, Fola Teru

Members Absent: Linda Powell, Randall Scarboro

Advisors Present: None

Advisors Absent: Mary Phillips, Dawn Ramsey

The meeting was opened by Leigh Ann Holton who welcomed all of the newly elected Staff Council members to the meeting. Leigh Ann asked that all Staff Council members introduce themselves to the other members and provide their position or job title at the University.

Each member was provided a copy of the By-Laws, Election Procedures, an alphabetized list of Staff Council members, materials from the University System of Georgia (USG) Staff Council meeting held in Macon during June, 2004 and related information.

Leigh Ann acknowledged the two missing members, Randall Scarboro and Jerry Millwood. Leigh Ann commented that Jerry Millwood had left service.
Leigh Ann also acknowledged the two Staff Council Advisors for the 2004-2005 term, Mary Phillips and Dawn Ramsey.

The minutes of the June 17, 2004 meeting were approved.

Leigh Ann presented the budget update and stated that $3,459.74 was available in the agency account and that the balance in the Foundation account should be zero since all invoices related to the retirement and recognition ceremony were paid.

Leigh Ann stated that a recommendation letter regarding the job descriptions for secretaries in the academic departments will be written and delivered to Dr. Rossbacher. An open forum was held to discuss the job descriptions.

Leigh Ann stated that Staff Council may want to table the revision of the election procedures and work on that issue when a new slate of officers has been elected.

William Ketchum commented on the need to revise election procedures by stating that the election procedures failed to include an appeal process should the announced results of a category be challenged. He also stated that some constituents wanted more anonymity in the nomination and balloting process and did not feel comfortable sending nomination forms and ballots via interoffice mail. Leigh Ann commented that the issue of write in candidates needed to be addressed.

The topic of introducing a “shared sick leave program” at Southern Polytechnic State University was discussed. Amanda Canup commented on what she had learned from talking with personnel at the System Office. William Ketchum commented on the discussions relating to shared leave from the USG Staff Council meeting held in Macon in June, 2004.

After the discussion, Leigh Ann called for a vote from Staff Council on whether or not to recommend such a program to the Director of Human Resources at Southern Polytechnic State University. The vote was split with six voting for such a recommendation and six voting against. Twelve Staff Council members were present for this vote.

Leigh Ann asked William Ketchum to draft a letter to Charles Azebeokhai
detailing the pros and cons of such a program that were discussed at the Staff Council meeting. William Ketchum stated that he knew that Charles had to present a letter to the President by August 01, 2004 and would get something to Leigh Ann and Sharon for their critique by close of business today. All Staff Council members and advisors will receive a copy of the letter.

Elections were held for officers for the 2004-2005 term. William Ketchum was elected Chair. Sharon Hodge was elected Vice Chair for a second consecutive term and Brandon McLain was elected Secretary. All officers were elected unanimously.

Relating to new business, William Ketchum stated that it was not too early to think about sending a couple of representatives to the USG Staff Council conference to be held October 07th and October 08th at Columbus State University. William Ketchum said he will visit with Dawn Ramsey regarding funding for the travel expenses associated with the trip. The registration fee is $35.00 per person if we send two individuals.

Staff Council decided to hold its next meeting on Wednesday, September 01, 2004 since August is always a busy month with the beginning of the Fall Semester and a new academic year. The meeting will begin at 10:00 a.m. with the location to be announced.

The meeting was adjourned at 11:05 a.m.